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Microsoft Outlook 2003

Working with Group Schedules

Group Schedules allow you to arrange your colleagues into a group for the purposes of collaboration and scheduling. Once people are in a group, you can easily view their schedules, schedule meetings with them, or send them email messages. For people you meet with frequently, Group Schedules save you the time of entering names each time you want to check their schedules, request a meeting, or send them email.

return to topCreating a Group Schedule

Group Schedules allow you to put the schedules of multiple people into one group for easy viewing.

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. Click NEW...
    The Create New Group Schedule dialog box appears.

  4. In the Type a name for the new Group Schedule text box, type a name for the group

  5. Click OK
    The Group Schedule appears.
    Group Schedule dialog box

  6. Under Group Members, type the usernames of the group members
    OR
    To select from the Address Book, from the Add Others pull-down list, select Add from Address Book...
    NOTE: For more information on using Address Book, refer to Locating Recipients.

  7. When all members have been added, click SAVE AND CLOSE
    Your Group Schedule is created.

return to topViewing a Group Schedule

Viewing a Group Schedule

Once you have a Group Schedule created, it is easy to check the schedules of group members. For information to help you to determine availability, refer to Understanding Scheduling.

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. From the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN.
    The Group Schedule appears, showing members and their schedules.
    NOTE: You must have permission to view one or more of the group member's Calendars in order to view further schedule details for each member. For more information, refer to Viewing a Member's Calendar.

  5. Click SAVE AND CLOSE

Viewing a Member's Calendar

You may also view an individual group member's Calendar, if you have permission to do so.

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN...
    The Group Schedule appears.

  5. Next to the name of the person whose Calendar you want to view, click OPEN MEMBER'S CALENDAR Open Member's Calendar button
    That person's Calendar appears.
    NOTE: If you do not have permission to view this person's Calendar, or if the Calendar does not exist, you will receive an error message.

  6. In the upper right corner, click CLOSEClose button

  7. Click SAVE AND CLOSE

return to topEditing a Group Schedule

You can easily add or delete members from a Group Schedule.

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN.
    The Group Schedule appears.

  5. To delete a member from the group, under Group Members, right click the person's name » select Clear
    To add a member to the group, type a new name into the Group Members text box
    OR
    To select from the Address Book, from the Add Others pull-down list, select Add from Address Book...
    NOTE: For more information on selecting from the Address Book, refer to Locating Recipients.

  6. Click SAVE AND CLOSE
    The changes to your Group Schedule are saved.

return to topScheduling a Meeting

Once a Group Schedule is created, you can schedule a meeting with the entire group.

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN.
    The Group Schedule appears.

  5. From the Make Meeting pull-down list, select New Meeting with All...
    A new Meeting request appears, addressed to the entire group.

  6. Complete the meeting request
    NOTE: For more information on making a meeting request, refer to Using New Meeting Request.

  7. Click SEND
    Your Meeting request is sent to the group.

return to topSending Email

Once a Group Schedule is created, you can send an email to the entire group or to just one member of the group.

Sending Email to the Group

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. In the Group Schedules saved with this Calendar scroll box, select the desired group schedule

  4. Click OPEN.
    The Group Schedule appears.

  5. From the Make Meeting pull-down list, select New Mail Message with All...
    A New Message appears, addressed to the entire group.

  6. Complete the message

  7. Click SEND
    Your email is sent to the entire group.

Sending Email to a Member of the Group

  1. From the Go menu, select Calendar

  2. Click VIEW GROUP SCHEDULESView Group Schedules button
    OR
    From the Actions menu, select View Group Schedules...
    The Group Schedules dialog box appears.
    Group Schedules dialog box

  3. Select the group schedule you want to view

  4. Click OPEN.
    The Group Schedule appears.

  5. Under Group Members, right click the name of the desired member » select Send Mail (username@uwec.edu)
    A New Message appears, addressed to the person you selected.

  6. Complete the message

  7. Click SEND
    Your email is sent to the selected member of the group.

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